When Hosting a Meeting:

[1] Write out the purpose of the meeting with actionable events in mind.e.g. “Provide an updated status, identifying risks and opportunities, and identify new action items.”

[2] Identify your attendee list but only keep those you can map to the actionable events listed in step 1. There is a difference between an attendee list and a communications distribution list.

[3] Create an agenda. Never schedule a meeting without a written agenda.A meeting without an agenda is inefficient and a waste of time.

[4] Identify who will run the meeting and who will take notes.It should not be the same person. Both people should know their roles before the meeting begins.

[5] Ensure discussion points align to the agenda.If the conversation drifts off topic, recommend taking the discussion to another forum.

[6] End the meeting by having the note taker read back discussion points and the action items.Make sure there is a consensus before the meeting ends.

[7] Send out the meeting minutes within one to two days.Consult your distribution list to ensure all necessary people get a copy.

As a disclaimer, I hate meetings. Many are unnecessary. But, when meetings are necessary, get them done as quickly as possible. Get in, get to the point, get out, get back to work.

Bonus Recommendations:

[1] Start on time.If you don’t start on time, you can’t finish on time.

[2] Do not schedule your meeting to end at the top or bottom of the hour.I’m a fan of the 22 minute meeting. Have meetings end a little early. Some people need to get to other meeting and this will help prevent them from being late.

About Derek Huether

I'm an Enterprise Agile Coach at LeadingAgile. I have a goal to take the hand waving out of Agile, Kanban, & Scrum. I’m a strange combination of a little OCD, a little ADHD, a lot of grit, and a lot of drive. I come from a traditional PM background but I don't give points for stuff done behind the scenes. The only thing that counts is what you get done and delivered. Author of Zombie Project Management (available on Amazon)